Need Help Organizing on Local Drive

[mnj]

My company only allows our accounts to be so large. Plus,
they will automatically delete mails that are older than 1
year old. For the company, it makes business. However,
for me, I often need to keep most of my files for a long
time. This causes me to have mails deleted due to me
going over the personal server space allocated or because
my mails are me than a year old. I have used a .pst file,
but this get very large. Also, every time that I want to
look for just one email, I have to import the entire .pst
file (very time consuming). I've read a bit about .ost
files, but I don't want to synchronise it to the network
and loose files due to synchronization. I've resorted to
just creating regular folders in my C: drive and just drag
and drop the emails that I want saved into the folders.
However, Microsofts window explorer is not the ideal
viewer for save mail (.msg) files. What I want is to be
able to view my files (.msg) on my C: drive as seen inside
of Outlook (organized by sender, toipic, and receive/send
dates). Does anyone know of a viewing tool or how that
get Outlook to do this, or a scheme for me to easily
retrieve and view .msg files like that of Outlook? Thanks.

 

[Milly Staples [MVP - Outlook]]

1. Set up archiving and use it ferociously.
2. Do NOT import your archive.pst or any other .pst file - use
File->Open->Personal Folders file. Find the item you need, drag it to your
active .pst and then right click and close the .pst.

--
Milly Staples [MVP - Outlook]

Post all replies to the group to keep the discussion intact. Due to
the (insert latest virus name here) virus, all mail sent to my personal
account will be deleted without reading.

After searching google.groups.com and finding no answer, mnj asked:

| My company only allows our accounts to be so large. Plus,
| they will automatically delete mails that are older than 1
| year old. For the company, it makes business. However,
| for me, I often need to keep most of my files for a long
| time. This causes me to have mails deleted due to me
| going over the personal server space allocated or because
| my mails are me than a year old. I have used a .pst file,
| but this get very large. Also, every time that I want to
| look for just one email, I have to import the entire .pst
| file (very time consuming). I've read a bit about .ost
| files, but I don't want to synchronise it to the network
| and loose files due to synchronization. I've resorted to
| just creating regular folders in my C: drive and just drag
| and drop the emails that I want saved into the folders.
| However, Microsofts window explorer is not the ideal
| viewer for save mail (.msg) files. What I want is to be
| able to view my files (.msg) on my C: drive as seen inside
| of Outlook (organized by sender, toipic, and receive/send
| dates). Does anyone know of a viewing tool or how that
| get Outlook to do this, or a scheme for me to easily
| retrieve and view .msg files like that of Outlook? Thanks.

 

[Brian Tillman]

What I want is to be
able to view my files (.msg) on my C: drive as seen inside
of Outlook (organized by sender, toipic, and receive/send
dates). Does anyone know of a viewing tool or how that
get Outlook to do this, or a scheme for me to easily
retrieve and view .msg files like that of Outlook? Thanks.

You want to use multiple PSTs, perhaps. You can make PSTs containing
messages based on any criteria you choose. Some people where I work create
a PST for each year, with folders for each month. Others create PSTs
containing messages all pertaining to particular projects they work on, with
those PSTs' folders grouped by function within the project. Another person
has PSTs containing one month's messages, with folders corresponding to each
person from whom she received or to whom she sent mail to that all
correspondence with a particular person for any given month is all in the
same place.

Some scheme like one of the above may suit you.

 

[mnj]

Hi Milly.

Thank you for the help. However, I don't see the option
to open "Personal Folders". I am using Outlook 2000
Corporate or Workgroup. The options under File->Open->
are "Selected Items" and "Other User's Folder". Am I
looking under the wrong "File"? Thanks.

mnj

 

[Brian Tillman]

Thank you for the help. However, I don't see the option
to open "Personal Folders". I am using Outlook 2000
Corporate or Workgroup. The options under File->Open->
are "Selected Items" and "Other User's Folder". Am I
looking under the wrong "File"? Thanks.

Do you have a "Personal Folders" service in your mail profile? Check
Control Panel>Mail

 

[mnj]

Oooooh. I get it now. Thank you Brian and Milly. I
understood the concept of multiple pst, but have always
felt that they were unfriendly in terms of usage because I
used "import/export" to look at the pst files. But with
your suggestions of opening it into outlook as seperate
folders (which is exactly what I wanted) makes multiple
pst's an awsome way to keep things organized. As for
the "Personal Folder" thing, I called our IS department
and here's how I accessed it: Tools->Services->Microsoft
Exchange Server(click "Add" button)->Personal Folders.
Accessing "Personal Folders" in this manner is totally
unfriendly in my opinion because I would have never
guessed how to do this without help. I'm not sure if this
is how Microsoft wanted users to access "Personal Folders"
or if it is the way our IS department configures outlook.
Anyway, thanks again to both of you.

mnj